ShareFile - General Guide
ShareFile is a file sharing and syncing solution provided by Citrix. Use ShareFile to share files
and documents with other System Office employees. ShareFile also allows employees to
simultaneously collaborate on projects by requesting approvals, edits, or feedback on any
file/folder, all while ensuring the latest versions are always synced on the cloud.
Here are a few things to know to get started with ShareFile:
Sharing Files with an employee(s) through ShareFile 1
Sharing Files with an Employee(s) with a Secure Link 3
Request a file(s) from an employee 4
Create folders 5
Add files to folders 6
Share your folders 7
Making Changes to a File 9
Request Approval/Feedback from other Employees 9
Open Previous File Versions 10
For more ShareFile help/training, please contact the Help Desk.
Sharing Files with an employee(s) through ShareFile
1. From your Dashboard, select Share Files > Email with ShareFile.
2. Under “Recipients”, search for an employee by their name/email address.
a. Alternatively, select the address book icon to select from saved recipients, or
search from the Shared Address Book.
3. Enter a subject line and a message.
4. Drag and drop a file from your computer into the “Drag Files here” area
a. Alternatively, select Browse files to choose a file from your computer or from
ShareFile.
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5. Optional: Click Edit Message Options to configure notifications and security settings
before sending:
a. Allow recipients to have read-only or edit permissions, set a link expiry etc.
6. Click Send.
2
Sharing Files with an Employee(s) with a Secure Link
1. Open a file from ShareFile.
2. On the “Details” panel on the right, click Get a Link.
3. The “Get a Link” screen will appear. Customize your link by...
a. Clicking + Add more to share more files with your single link
b. Clicking Edit Link Options to make your link more secure. Consider
these options to ensure your files remain protected.
4. The link provided is now ready to share.
3
Request a file(s) from an employee
1. From your dashboard, click Request Files > Request with ShareFile
2. Under “Recipients”, search for an employee by their name/email address.
a. Alternatively, select the address book icon to select from saved recipients, or
search from the Shared Address Book.
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3. Designate a folder to store your requested files. By default, ShareFile will place
requested files to your File Box.
4. Click Send.
Create folders
1. From the left panel, navigate to Folders > Personal Folders
2. Click the green plus (“+”) button, then click Create Folder.
3. Enter a name and description for your folder, then click Create Folder.
5
Add files to folders
1. From the left panel, navigate to Folders.
2. Select a folder that you own, or that you have permission to edit.
a. Personal Folders: Folders you created
b. Shared Folders: Folders shared with you
c. Network Shares: Folders shared to Systems Office Departments
3. Click the green plus (“+”) button, then click Upload.
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Share your folders
1. In the desired folder, select the People on this Folder tab.
2. Click Add People to Folder.
3. In the search bar, search for the user’s name and select them.
a. If user does not exist, click Create a New User. Add their name and email
address, then click Add.
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4. On the right panel, configure folder permissions and alert settings.
5. Click Add.
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Making Changes to a File
1. Open a file from ShareFile
2. On the sidebar, click Check Out.
a. “Checking out” a file informs other collaborator that this file is being
currently worked on.
3. Make changes to the file using Microsoft Word Online.
a. To make changes using a desktop application, click Download from the
side panel, then open the file from a desktop application.
4. When done making changes, click Check In.
a. If you downloaded your file before, drag the file into ShareFile then click
Check In.
b. “Checking in” a file informs other collaborators that changes have been
made to the file, and is ready to be checked out by others.
Request Approval/Feedback from other Employees
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1. Open the folder that contains the desired file.
2. Right click the file, then click Initiate Approval.
Open Previous File Versions
1. Open the folder that contains the desired file.
2. On the far right column of the desired file, click on the “multiple versions” icon
( ).
3. A list of all previous versions will now appear. To download, select the file then
click Download.
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